| Location | New York, NY |
Location: New York, NY
Duration: 5-Month Contract
Pay Rate: $30/hour
Work Arrangement: Onsite
We are seeking an experienced Administrative Assistant to provide high-level administrative and operational support to senior professionals, including Managing Directors, Partners, and leadership teams within a fast-paced financial services environment.
This role will support Global Markets & Banking Americas Front Office personnel and report to the Head of Platform Services Team, Administration & Office Management. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities while maintaining a high level of professionalism and confidentiality.
This is an onsite position where physical presence in the office is an essential requirement.
Provide comprehensive administrative support to senior executives, managers, and internal stakeholders.
Manage complex calendars, coordinate meetings, arrange domestic and international travel, and process heavy expense reports.
Coordinate virtual meetings, including Webex video and audio conferences, and provide operator assistance as needed.
Plan and coordinate internal and external events, client roadshows, workshops, team-building activities, and executive meetings.
Manage visitor logistics, telephone calls, email distribution lists, and general office administration.
Process invoices, coordinate external client onboarding, and support procurement and IT application access requests.
Prepare, edit, proofread, and distribute presentations, reports, meeting minutes, and other business documents.
Develop and maintain project plans, track deliverables, establish procedures, and ensure deadlines are met accurately.
Prepare and maintain Excel reports and develop or edit PowerPoint presentations for client meetings.
Provide administrative support on departmental projects and special assignments for the Head of Platform Services.
Collaborate with administrative colleagues across multiple locations to ensure seamless coverage for executives and business teams.
Handle confidential information and sensitive communications with discretion and professionalism.
Support policy implementation, departmental controls, and administrative process improvements.
Bachelor's degree or higher.
3–5 years of administrative assistant experience within a financial institution, preferably supporting senior-level executives or Front Office teams.
Strong experience with complex calendar management, travel coordination, expense reporting, event planning, and executive support.
Advanced proficiency in Microsoft Outlook and Excel, with strong Word and PowerPoint skills.
Experience with heavy expense claims, invoice processing, meeting minutes, and client onboarding coordination.
Strong organizational, time management, project coordination, and multitasking skills.
Excellent written and verbal communication skills, with the ability to interact professionally with senior stakeholders and clients.
Ability to anticipate business needs, solve problems proactively, manage competing priorities, and meet tight deadlines.
Strong attention to detail, sound judgment, discretion, and the ability to handle confidential information.
A collaborative, flexible, and solutions-oriented approach to supporting multiple teams and executives.
Experience with Concur, Tableau, Webex, and administrative procurement or IT access management systems.
Familiarity with financial services operations, Global Markets, Banking, or Front Office environments.
Experience coordinating executive events, client roadshows, and cross-functional projects.
This is a five-month contract opportunity based in New York City. Candidates must be comfortable working onsite and providing flexible administrative coverage to multiple executives and teams as business needs arise.